Executive Assistant II

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Job Description:

The Executive Assistant II works under the limited supervision of the Deputy Associate Commissioner in the Procurement and Contracting Services division at the Texas Health and Human Services Commission with considerable latitude for the use of initiative and independent judgment. The Executive Assistant will perform advanced professional assistance work for the division and executive leadership. Work involves overseeing high-level administrative operations. This position will provide technical guidance and advice on administrative matters to the Deputy Associate Commissioner, Directors/Managers and office staff. He/she will develop, review and communicate administrative policies, procedures, standards, and methods.

Work involves planning, directing and coordinating several functions such as administrative operations and purchasing. Work involves developing, reviewing, and communicating administrative policies, procedures, standards, and methods. Plans and prepares division reports and coordinates calendars, meetings and calls. Prepares agendas for meetings and documents action items. Coordinates purchasing activities on behalf of the division and tracks requisitions to facility timely acquisition of goods and services.

Assigns, tracks, and coordinates administrative assignments and activities on behalf of executive Deputy Associate Commissioner and executive staff. Communicates with various levels of staff and routinely deals with executive leadership needs. Responds to calls and emails from state legislative offices. Works under limited supervision with considerable latitude for the use of independent judgement.

This position is required to be in the office at least 3 days a week.

Essential Job Functions:

Attends work on a regular and predictable schedule in accordance with agency leave policy and performs other duties as assigned. Promotes and demonstrates appropriate respect for cultural diversity among coworkers and all work-related contacts.

40% This position manages access to the Associate Commissioner by screening calls and managing calendars to determine appropriate course of action. This position serves as a liaison for the Associate Commissioner for the purpose of relaying instructions / information and following commitments through to completion and exercises delegated authority to speak on behalf of the Associate Commissioner. This position is responsible for prioritizing the needs of the Associate Commissioner regarding meetings, timeframes, and deadlines. This position coordinates the preparation of the Associate Commissioner's weekly and monthly meeting reports for the Deputy Executive Commissioner and independently requests and compiles updates from management staff. Position manages travel; some human resource functions; and communicates division / agency objectives, tasks, and decisions to staff on behalf Associate Commissioner.

30% This position will evaluate administrative practices and programs and formulate policies for the division. Plans, assigns, and tracks administrative assignments, programs, and other administrative matters within a program, division, or agency; and prepare agendas for meetings and documents action items. Coordinate calendars, meetings, and other activities with other agencies, executives, and organizations; plans or prepares correspondence, reports, and publications; interprets policies and procedures and makes administrative decisions as appropriate.

10% Coordinates purchasing activities on behalf of the division and tracks requisitions to facilitate timely acquisition of goods and services. Utilizes agency procurement and contracting systems (CAPPS and SCOR) to provide status updates and retrieve contract documentation for procurement and contracting activities.

10% Manages special projects for the division as determined by the Associate Commissioner.

10% Performs related work as assigned. Other duties as assigned included but are not limited to actively participating and/or serving in a supporting role to meet the agency's obligations for disaster response and/or recovery or Continuity of Operations (COOP) activation. Such participation may require and alternate shift pattern assignment and/or location.

Registrations, Licensure Requirements or Certifications:

n/a

Knowledge Skills Abilities:

Knowledge of accepted business principles, procedures and practices. Knowledge of HHSC policies, procedures, and processes required within the organization. Knowledge of rules, regulations, and laws affecting organization. Knowledge and ability to handle and disseminate confidential information appropriately. Skill in communicating effectively both verbally and in writing. Skill in the use of computer and related equipment, including the use of Microsoft Office Suite or equivalent to include Word, Excel, and/or presentation software programs. Ability to handle high-level administrative issues. Ability to organize and prioritize assignments; develop work plans; coordinate administrative assignments; and adhere to strict deadlines. Ability to interpret policies and procedures and to come to reasonable conclusions. Ability to make decisions and take initiative. Ability to work independently with minimal supervision. Ability to build effective working relationships. Ability to handle high-level administrative issues, to analyze and solve work-related problems and to communicate effectively. Ability to coordinate with other staff, departments, executive leadership, officials, agencies, organizations, and the public. Ability to prepare concise reports, summaries, documents, and other publications. Ability to analyze and solve work problems. Ability to prepare purchase requisitions, purchase vouchers and travel documents. Ability to utilize agency financial and contracting systems effectively. Ability to accurately type a minimum of 50 words per minute.

Initial Screening Criteria:

Experience providing professional assistance to a senior manager or director and their staff. Graduation from an accredited four-year college or university with major course work in a field related to program area is preferred.

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Active Duty, Military, Reservists, Guardsmen, and Veterans:

Military occupation(s) that relate to the initial selection criteria and registration or licensure requirements for this position may include, but not limited to those listed in this posting. All active-duty military, reservists, guardsmen, and veterans are encouraged to apply if qualified to fill this position. For more information please see the Texas State Auditor’s Job Descriptions, Military Crosswalk and Military Crosswalk Guide at Texas State Auditor's Office - Job Descriptions.

ADA Accommodations:

In compliance with the Americans with Disabilities Act (ADA), HHSC and DSHS agencies will provide reasonable accommodation during the hiring and selection process for qualified individuals with a disability. If you need assistance completing the on-line application, contact the HHS Employee Service Center at 1-888-894-4747. If you are contacted for an interview and need accommodation to participate in the interview process, please notify the person scheduling the interview.

Pre-Employment Checks and Work Eligibility:

Depending on the program area and position requirements, applicants selected for hire may be required to pass background and other due diligence checks.

HHSC uses E-Verify. You must bring your I-9 documentation with you on your first day of work. Download the I-9 Form

Telework Disclaimer:

This position may be eligible for telework. Please note, all HHS positions are subject to state and agency telework policies in addition to the discretion of the direct supervisor and business needs.